Revised July 2010
THE UNIVERSITY OF THE SOUTH
MOTOR POOL POLICIES AND PROCEDURES
In order to safely, effectively and efficiently serve the transportation needs of its faculty and staff, The University of the South, through its Motor Pool, owns and maintains a fleet of motor vehicles for use by such persons on official business subject to the following rules.
Vehicle Use Policy
1. Vehicle shall be used only for University business in accordance with Motor Pool policies and procedures. Personal use of Motor Pool vehicles is not authorized.
2. Motor Pool vehicles may not be driven to and from an employee's home except as specifically authorized by Motor Pool polices outlined herein.
3. A current driver qualification form must be on file for all persons requesting the use of a Motor Pool vehicle.This form will be retained on file by the Motor Pool and updated by the driver when requested by the Sewanee Police Department (SPD).
4. The operator is responsible for the protection and safe operation of the vehicle. The operator must observe all traffic laws and rules for safe driving. The operator is responsible for traffic violations and fines including parking violations. Fines and related costs may be deducted from an employee’s wages if the University pays the fine.
5. The operators of Motor Pool vehicles are required to report any mechanical problems as soon as possible in order that they can be corrected before the vehicle is dispatched for another trip.
6. Student drivers are limited to a 100-mile radius of the SPD if not accompanied by a University faculty or staff member.
7. All operators are required to report any damage to the vehicle immediately upon return to the Motor Pool. Failure to do so will result in withdrawal of driving privileges.
8. Use of Motor Pool vehicles by students with less than two years’ driving experience on U.S. highways is not permitted. If driving a passenger van for hire the driver must have an “F” (or equivalent) endorsement.
9. The following incidents will result in the loss of driving privileges for at least one year:
a. Operating a vehicle without a valid driver’s license.
b. Failure to report the suspension or revocation of a driver’s license.
c. Failure to obey University and other traffic regulations.
d. Operating a vehicle in an unsafe manner.
e. Failure to report an accident involving a Motor Pool vehicle.
f. Operating a Motor Pool vehicle while under the influence of alcohol or drugs.
g. Violation of Tennessee law or University policies governing alcoholic beverages or drugs.
General Procedures for Use
1. Vehicles are reserved on a "first come first serve basis". Academic related requests will take priority. Vehicles should be reserved as far in advance as possible by emailing firstname.lastname@example.org with the name, dates, destination, account number to be charged and contact information.Department heads must encourage the use of personal vehicles when Motor Pool vehicles are to be use for transportation to the airport and left in long/short term parking.
2. Personal use is not allowed.
- The conditions under which a Motor Pool vehicle may be retained overnight are as follows:
· The employee's home is located some distance from the University and such retention would result in substantial savings in time and distance traveled.
· If an employee is required, by reason of University duties, to return from a trip after working hours, he/she may retain the vehicle at home overnight, and the vehicle must be returned to the University Motor Pool immediately the following day.
3. Vehicles are not delivered. They must be picked up and returned to the Sewanee Police Department by the assigned driver. You must be on the list of approved drivers to pick up keys for motor pool vehicles. Tennessee Law requires a driver to be in possession of a valid driver’s license. The driver should be prepared to show a valid drivers license upon request from the Dispatcher.
4. Vehicles should be returned on schedule so trips will not be interrupted. When reservations must be cancelled the dispatcher should be notified as soon as possible.
5. When requested for extended trips, a gasoline credit card is issued for gas, oil, and repair charges. Charges for any other items are not permitted.
6. Tennessee Law prohibits open containers of alcohol beverages in motor vehicles. The vehicle operator is responsible for ensuring that alcoholic beverages are not permitted or consumed in a Motor Pool vehicle.
Cell Phone Safety While Driving
As a driver, your first responsibility is to pay attention to the road. When a driving on University business, or driving while conducting business on behalf of The University of the South, the following applies:
If a phone call must be made while driving, follow these basic dos and don’ts:
· Never initiate or accept a call while driving.
· Allow voicemail to handle your calls and return them when safe.
· If you need to place or receive a call, pull off the road to a safe location and stop the vehicle before using your phone.
All employees of the University must have a valid driver's license (Class D) prior to the operation of any University vehicle as required by the Tennessee Department of Safety. An “F" (For Hire) endorsement is sometimes required when transporting personnel in passenger vans. Student drivers, although not required to have a Tennessee driver's license, must have a valid license from their home state. If a passenger van is involved and the situation requires an “F” endorsement the home state license must have an endorsement equivalent to the Tennessee “F” endorsement.
Motor Vehicle Records
No one may drive a Motor Pool vehicle until the SPD completes a Motor Vehicle Records (MVR) review covering the last 3 years. Such reviews will be conducted at least annually and prior to approving new driver applicants. Those with unacceptable driving records will not be allowed to drive University vehicles or personal vehicles on University business.
Unacceptable driving records include the following violations:
- Conviction for an alcohol and/or drug related driving offense
- Refusal to submit to a Blood Alcohol Content (BAC) test
- Conviction for reckless driving
- Any combination of three or more moving violations, “At Fault Accidents” or “Preventable Accidents” within the most recent three years
- Suspension, revocation or administrative restriction within the last three years
- Leaving the scene of an accident as defined by Tennessee state laws
- At fault in a fatal accident
- Felony committed involving a vehicle
- Two or more “University Vehicle” physical damage claims in any twelve month period
For safety reasons van capacity is limited to 12 persons including the driver. All drivers must attend a defensive driver training course approved by the SPD prior to driving a passenger van. Trips in passenger vans should be no longer than 10 driving hours without relieving the driver for 5 hours. The use of cargo racks are prohibited on top of University Motor Pool vans.
Drivers of vehicles involved in an accident must notify local law enforcement officials of any accident involving death, injury or property damage over $50.00. STOP IMMEDIATELY at the scene. Notify the local police immediately and remain at the scene. Registration papers and insurance cards are in the pocket of every vehicle. Follow the instructions on the back of the Insurance cards. In addition, certain accidents called, “reportable accidents” must be reported to the Tennessee Department of Safety within 20 days. “Reportable accidents” are defined as any accident within the state of Tennessee in which any person is killed or injured, or in which damage to the property of any one person, including oneself, is in excess of $ 400.00. DO NOT MAKE ANY STATEMENT OF FAULT OR RESPONSIBILITY.
If you have vehicle trouble, call the Sewanee Police Department at (931) 598-1111. Help will be sent or appropriate instructions given.
1. The charge is $.46 per mile for cars. Passenger vans are $.50 per mile. You must give a charge account number when requesting vehicle reservations.
2. There is a $50.00 charge for vehicles returned that require cleaning. This does not include normal road dirt. Considering each vehicle must be serviced and inspected after each use it is important that vehicles and keys are returned on time to the correct location. There will be a $50.00 charge for vehicles not returned to their designated parking area after the reserved time of use. There will be a $50.00 charge for motor pool keys not returned to the dispatcher after the reserved time of use.
3. Incidents of vehicle abuse will be reported to the department head or person who reserved the vehicle. A written reply from the responsible person will be required outlining action taken to prevent further abuse. The SPD reserves the right to assess repair and labor cost to the using department in cases of abuse.
Use of Seat Belts
Tennessee Code 55-9-603 (a) (1) states: “No person shall operate a passenger motor vehicle in this state unless such person and all passengers four (4) years of age or older are restrained by a safety belt at all times the vehicle is in forward motion.” It is the responsibility of the driver to ensure that everyone uses seat belts.